request for proposals rfp number: 2018-0828 date …€¦ · asmi stand builder for 2018 seafood...

Alaska Seafood Marketing Institute

311 N. Franklin St., Suite 200

Juneau, Alaska 99801

Request for Proposals

RFP Number: 2018-0828

Date of Issue: October 31, 2017

RFP Title: Stand Builder for 2018 Seafood Expo Global show

Important Notice: You must register, via email, with the procurement officer

listed in this document. Failure to contact the procurement officer may result in the

rejection of your offer.

Becky Monagle, Finance Director

[email protected]

(907) 465-5570


311 N. Franklin Street, Suite 200

Juneau, Alaska 99801-1147

mailto:[email protected]

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Table of Contents

Page

General Information

1. Purpose of the Request For Proposal (RFP) ....................................................................................................... 1

2. Other Licenses and Registrations Requirement ................................................................................................ 1

3. Minimum Requirements ................................................................................................................................... 1

4. Conflict of Interest and Restrictions ................................................................................................................. 1

5. ASMI and Contact Person ................................................................................................................................ 1

6. Deadline for Receipt of Proposals .................................................................................................................... 1

7. Proposers Review and Substantive Questions .................................................................................................. 1

8. Proposers Review and Directional Questions ................................................................................................... 2

9. Addendum to the RFP ....................................................................................................................................... 2

10. Preproposal Conference .................................................................................................................................... 2

11. Cancellation of the RFP .................................................................................................................................... 2

12. Proposal Withdrawal and Correction ................................................................................................................ 2

13. Discussion with Responsible Offerors .............................................................................................................. 2

14. Multiple Proposals ............................................................................................................................................ 2

15. Disclosure of Proposal Contents ....................................................................................................................... 2

16. Retention of Proposals ...................................................................................................................................... 2

17. Value of Proposal Preparation .......................................................................................................................... 2

18. Solicitation/Advertising .................................................................................................................................... 2

19. Alternative Form ............................................................................................................................................... 2

20. Media Announcements ..................................................................................................................................... 2

21. Other Governmental Requirements .................................................................................................................. 2

22. ADA Compliance .............................................................................................................................................. 3

23. RFP is not a Contract ........................................................................................................................................ 3

24. Standard Terms and Conditions ........................................................................................................................ 3

25. Concerns with Standard Terms and Conditions ................................................................................................ 3

26. Performance Bonds and/or Surety Deposits ..................................................................................................... 3

27. Liquidated Damages ......................................................................................................................................... 3

28. Additional Terms and Conditions ..................................................................................................................... 3

29. Contract Negotiations ....................................................................................................................................... 3

30. Estimated Time Frame ...................................................................................................................................... 3

Historical Information Pertinent to the Proposed Contract

1. ASMI’s Mission ................................................................................................................................................ 4

2. ASMI’s Authority ............................................................................................................................................. 4

3. Current Program ............................................................................................................................................... 4

Scope of Work Pertinent to the Proposed Contract

1. Location of Work .............................................................................................................................................. 5

2. Term of Proposed Contract ............................................................................................................................... 5

3. General Responsibility ...................................................................................................................................... 5

4. Specific Responsibility ..................................................................................................................................... 7

5. Contractor’s Compensation .............................................................................................................................. 7

6. Subcontractors .................................................................................................................................................. 7

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Page

Proposal Content and Requirements

1. Table of Contents .............................................................................................................................................. 8

2. Standardized Individual New Business Questionnaire ..................................................................................... 8

3. Minimum Requirements ................................................................................................................................... 8

4. Conflict of Interest and Restrictions ................................................................................................................. 8

5. Other Information ............................................................................................................................................. 8

6. Value of Proposal .............................................................................................................................................. 8

7. Other Licenses and Registrations ...................................................................................................................... 8

Review of Proposals

1. Responsiveness ................................................................................................................................................. 9

2. Evaluation Process ............................................................................................................................................ 9

3. Evaluation Factors ............................................................................................................................................ 9

4. Notice of Intent to Award ................................................................................................................................. 9

5. Informal Debriefing .......................................................................................................................................... 9

Attachments

1. Standard Agreement Form

2. Appendix A

3. Appendix B1

4. Appendix C

5. Appendix D

ASMI Stand Builder for 2018 Seafood Expo Global show 1

General Information

1. Purpose of the Request For Proposal (RFP): The Alaska Seafood Marketing Institute (ASMI) is soliciting detailed

proposals for the construction and furnishing of its pavilion at the 2018 Seafood Expo Global (SEG). SEG will take

place in Brussels, Belgium from April 24-26,2018.

2. Other Licenses and Registrations Requirement: All proposers, including subcontractors, are required to hold any

and all necessary applicable pertinent professional licenses and registrations required by Alaska Statute. Proof of

professional licenses is required at the time of award. Obtaining and ensuring compliance to all professional license

and registration requirements is the complete responsibility of the proposer.

3. Minimum Requirements: Every proposer to this RFP must meet the following minimum requirements to be

considered responsive to this RFP.

a) For at least three of the last five years, the primary business of the proposer must be building stands for trade

shows.

b) Fluent in English, spoken and written; and

c) Proposer must be based in Brussels, Belgium

4. Conflict of Interest and Restrictions: If any proposer, proposer’s employee, joint venture, subcontractor, or any

individual working on the proposed contract may have a possible conflict of interest that may affect the objectivity,

analysis, and/or performance of the contract, it shall be declared in writing and submitted to ASMI within ten days of

issuance of this RFP. ASMI shall determine in writing if the conflict is significant and material and if so, may

eliminate the proposer from submitting a proposal. ASMI generally views a current and/or ongoing relationship with

other seafood production entities such as the Norwegian or Chilean salmon farmers as a potential conflict of interest.

Proponents are encouraged to contact ASMI regarding any concerns or questions regarding the conflict of interest

issue.

5. ASMI and Contact Person: Any information required or questions regarding this RFP should be addressed and/or

delivered to:


311 N. Franklin St., Suite 200

Juneau, AK 99801

USA

Attention: Becky Monagle, Finance Director

Office Main Number: (907) 465-5560

E-mail: [email protected]

6. Deadline for Receipt of Proposals: Proposals may be emailed and must be received by ASMI no later than 2:00 pm

Alaska time, Monday, December 4, 2017. Emailed proposals should be sent to [email protected] with

“Stand Builder for 2018 Seafood Expo Global show” in the subject line. Failure to meet the deadline will result in

disqualification of the proposal without review.

Proposals are to be delivered to the address referenced above in item number 5 so that they are not disqualified by

having been opened early, either the outer or inner envelope should also contain the following:

Confidential: Do Not Open Until 2:00pm, Alaska time, Monday, December 4, 2017.

Proposal for Stand Builder for 2018 Seafood Expo Global show

ASMI assumes no responsibility or liability for the transmission, delay, or delivery of RFP materials, packages or

applications by either public or private carriers. Please note, there is no guaranteed overnight delivery to Juneau,

Alaska.

7. Proposers Review and Substantive Questions: Proposers should carefully review this RFP for errors, questionable

or objectionable materials, and items requiring clarification. Proposers shall put these comments and/or questions in

mailto:[email protected]


writing and submit them to the ASMI contact (see section 5) at least ten days before the due date of proposals. This

will allow time for an addendum to the RFP to be issued, if required, to all recipients of the initial RFP.

8. Proposers Review and Directional Questions: If questions received involve no more than directing the questioner to

a specific section of the RFP, questions may be responded to verbally, and do not require a written addendum.

9. Addendum to the RFP: ASMI reserves the right to issue written addendums to revise or clarify the RFP, respond to

questions, and/or extend or shorten the due date of proposals or dates of the phases of the RFP process.

10. Preproposal Conference: A preproposal conference will not be held unless extensive questions arise regarding the

RFP.

11. Cancellation of the RFP: ASMI retains the right to cancel the RFP process if it is in its best interest. ASMI shall not

be responsible for costs incurred by proposers for proposal preparation.

12. Proposal Withdrawal and Correction: A proposal may be corrected or withdrawn by a written request received

prior to the date of opening proposals.

13. Discussion with Responsible Offerors: As determined by the evaluation process, proposers reasonably susceptible of

award may be offered the opportunity to discuss their proposal with the procurement officer or evaluation committee

and the proposal may be adjusted as a result of the discussion.

14. Multiple Proposals: ASMI shall not accept multiple proposals from the same proposer.

15. Disclosure of Proposal Contents: A proposal’s content shall not be disclosed to other proposers until after the Notice

of Intent to Award is issued. Upon issuance, the proposals become public information except for trade secrets or other

proprietary data deemed confidential by both the proposer and ASMI.

16. Retention of Proposals: All proposals and other material submitted become ASMI’s property.

17. Value of Proposal Preparation: Any and all costs incurred by proposers in preparing and submitting a proposal are

the proposer’s responsibility and shall not be charged to ASMI or reflected as an expense of the resulting contract.

18. Solicitation/Advertising: The RFP has been posted on ASMI’s website.

19. Alternative Form: If an alternative form of the RFP is required, notify the contact person previously identified or if

using a telecommunications device for the deaf (TDD), please contact the State of Alaska at 711.

20. Media Announcements: All media announcements pertaining to this RFP require ASMI’s prior written approval.

21. Other Governmental Requirements: It is the responsibility of the proposer to indicate within their proposal the

applicability of any other federal, state, municipal, or other governmental statutes, regulations, ordinances, acts, and/or

requirements. The successful contractor and any/all subcontractors will be required to comply with federal laws and

regulations specific to the expenditures of the federal grant partially funding this project. This may include, and may

not be limited to:

a) 15 CFR Part 26, subparts A – E, Government Debarment and Suspension

b) 15 CFR Part 28, New Restrictions on Lobbying

c) Form CD-512, Certifications Regarding Debarment, Suspension Ineligibility and Voluntary Exclusion

d) Form SF-LLL, Disclosure of Lobbying Activities

Additionally, the contractor may not be established and headquartered or incorporated and headquartered in a country

recognized as Tier 3 in the most recent United States Department of State’s Trafficking in Persons Report. The most

recent United States Department of State’s Trafficking in Persons Report can be found at the following website:

http://www.state.gov/g/tip/

Proposers must also indicate in their proposal the following:

Verify that all workers have contracts in compliance with Belgian laws.

http://www.state.gov/g/tip/


Verify that the proposer possesses the necessary finances to cover the costs inherent in achieving the project.

(how do the proposers do this? In what format?)

Provide a copy of their Responsible Liabilities insurance attest; VAT attest; State Tax attest; and Social

Security attest.

22. ADA Compliance: By signing the bid/proposal, the bidder/offeror certifies that the bidder/offereor complies with the

Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government, and certifies

that programs, services, and activities provided to the general public on behalf of the State under a contract resulting

from this solicitation comply with the Americans with Disabilities Act of 1990, 28 CFR, Part 35, Subpart B 35.130.

23. RFP is not a Contract: This RFP does not obligate ASMI or the selected proposer until a contract is signed and

approved by both parties. If approved, it is effective from the date of final approval by the Executive Director of the

Alaska Seafood Marketing Institute. ASMI shall not be responsible for work done, even in good faith, prior to final

approval of the proposed contract.

24. Standard Terms and Conditions: The successful proposer is expected to comply with the contractual terms and

conditions attached to this RFP and titled:

24.1 Standard Agreement Form

24.2 Appendix A – General Provisions

24.3 Appendix B1 – Indemnity and Insurance

24.4 Appendix C – Scope of Services

24.5 Appendix D – Financial Considerations

All of the terms and conditions may not be applicable to this proposed contract. If there is a conflict between the

standard terms and conditions and this RFP, the RFP supersedes until an actual contract exists.

25. Concerns with Standard Terms and Conditions: If a proposer has concerns with the Standard Terms and

Conditions, they should put their comments and/or questions in writing and submit them to ASMI’s contact person at

least ten days before the due date of proposals. This will allow time for an addendum to the RFP to be issued, if

required, to all recipients of the initial RFP.

ASMI reserves the right to not award or cancel the award of the contract to a proposer who will not agree to all the

standard terms and conditions.

26. Performance Bonds and/or Surety Deposits: N/A

27. Liquidated Damages: N/A

28. Additional Terms and Conditions: ASMI reserves the right to include additional terms and conditions during

contract negotiations. However, these terms and conditions must be within the scope of the original RFP and will be

limited to price, clarification, definition, and administrative and legal requirements.

29. Contract Negotiations: Upon completion of the evaluation process, contract negotiations will commence. If the

selected proposer fails to provide the necessary information for negotiations in a timely manner, negotiate in good

faith, or cannot perform the contract within the amount of funds available for the project and/or as proposed, ASMI

may terminate negotiations and negotiate with the next highest ranked proposer, or terminate award of the contract.

ASMI shall not be responsible for costs incurred by the proposer resulting from contract negotiations.

30. Estimated Time Frame: This schedule is a rough guideline and for informational purposes only; actual number of

days/dates may vary depending on the response to this RFP and the actual schedules of staff and respondents.

Issue RFP: Friday, October 31, 2017

Written Comments Due: November 8, 2017 by 4:00 PM Alaska time

Deadline for Receipt of Proposals: December 4, 2017 by 2:00 PM Alaska time

Proposal Evaluation Committee completes evaluations: December 11, 2017

State of Alaska issues Notice of Intent to Award a Contract: December 15, 2017

State of Alaska issues contract: December 26, 2017


Historical Information Pertinent to the Proposed Contract

1. ASMI’s Mission: The primary objective of the Alaska Seafood Marketing Institute is to create a dynamic, market-

driven environment that will expand the global consumption of Alaska seafood. It accomplishes this by fostering

growth opportunities with the food industry. ASMI’s programs emphasize collaborative marketing and quality

assurance efforts, and build the identity of Alaska Seafood as a brand.

2. ASMI’s Authority: ASMI was established by the Alaska State Legislature in 1981 as a public corporation within the

Department of Commerce, Community and Economic Development (DCCED) State of Alaska. As a cooperative

effort between the State of Alaska and private industry, the Institute has four legislative mandates: 1) to promote all

species of Alaska seafood worldwide; 2) to maintain and promote quality awareness from point of harvest to final

distribution; 3) to disseminate information on prices paid and market conditions for raw salmon and salmon products;

and, 4) investigate new product forms and future markets for Alaska salmon.

ASMI is governed by a seven member Board of Directors, appointed by the governor of Alaska. The board consists of

five processors and two harvesters. Five standing committees provide ASMI’s board and staff with input and

promotional direction. Staff is located in Juneau, Alaska, which is the corporate headquarters.

3. Current Program: ASMI was established to foster economic development of a renewable natural resource marketing

organization with the mission of increasing the economic value of the Alaska seafood resource and increasing positive

awareness of the Alaska Seafood brand.

ASMI exists to serve the entire Alaska Seafood Industry, harvester, and processor alike.

The Alaska Seafood industry is the largest private sector employer and commercial fishing is a long-standing tradition

practiced by many Alaskan families.

ASMI is supported by an industry self-assessment and uses available public funds (State of Alaska and Federal

money) to achieve marketing successes for the common good.

Alaska Seafood Marketing Institute is a participant in the Market Access Program (MAP), a federal program handled

by the Foreign Agricultural Service (FAS) of the U.S. Department of Agriculture. Through the MAP program, ASMI

is active in 27 countries: Japan, China, Brazil, Western Europe, Northern Europe, Central Europe, Southern Europe

and Eastern Europe.

Alaska’s constitutionally-mandated commitment to sustainable management practices, as well as the sustainability

mandates in the Magnuson-Stevens Fishery Management and Conservation Act and Halibut Act, ensures that all

Alaska commercially harvested seafood species in Alaska is sustainable. The Responsible Fisheries Management

(RFM) Certification for Alaska fisheries provides credible verification of the product origin and management.

Alaska fisheries are among the largest in the world and compete with farmed seafood in the global markets. Alaska’s

commercial fisheries yielded a harvest of 5.6 billion pounds of seafood in 2016, more than all other U.S. states

combined.

Alaska’s seafood portfolio includes:

Five species of Alaska salmon,

Shellfish including shrimp, king crab, Dungeness crab, bairdi crab, snow crab, oysters, and scallops.

Pacific halibut and black cod, Alaska pollock, Pacific cod

other whitefish varieties such as sole and flounder.

For more information about Alaska Seafood Marketing Institute, go to

www.alaskaseafood.org

http://www.alaskaseafood.org/


Scope of Work Pertinent to the Proposed Contract

1. Location of Work: All work shall be performed, completed, and managed at the location of the selected proposer’s

firm(s) and/or approved subcontractor(s) firm(s) in Brussels, Belgium.

2. Term of Proposed Contract: ASMI anticipates that the successful proponent would be awarded early January through

April 30, 2018 with up to four (4) one-year renewal options.

3. General Responsibility: Alaska Seafood Marketing Institute is requesting proposals for the construction and

furnishing of its pavilion at the 2018 Seafood Expo Global (SEG). SEG will take place in Brussels, Belgium from April

24-26, 2018.

The pavilion is located in Hall 6 and consists of block 6-1126, 6-1127, and 6-1143.

See show floor plan at https://www.seafoodexpo.com/global/floor-plans/

Block 1126 (24m x 4m= 96m²) is divided into 6 booths of 4x4 = 16m²

Block n° 1127 (32m x7m = 224m²) is divided into 16 booths of 4m x 3.5m = 14 m²

8 Booths of 4m x 3.5m facing block 1126

8 booths facing block 1227

Blocks n° 1126 and 1127 are allocated to companies who may decide to rent one single booth of 12 m², two, three or

four booths and space for ASMI staff to meet with the trade and for industry members who rent “table booth” and a

meeting room.

Block n° 1143(18m x 7m= 126m²) +1 first floor of 9m x 7m =56m²

Block n° 1143 is dedicated to the ASMI food truck, storage, catering facilities, and tables.

The pavilion is constructed with wooden panels for co-exhibitors to display banners, digital pictures, and printed photos.

The entire pavilion is covered with approved tufted carpet (exhibitors may request padding under the carpet).

Stand building proposal should contain

Creative suggestion for the signage and the decoration visible to visitors walking the show and by the

pavilion(s) three blocks displaying the ASMI image

Lights and spotlights to enhance the booths and the pavilions

Example of furnishing

Name and address of the coordinator

Once space is allocated to the co-exhibitors, ASMI will provide the floor plan to the Stand Builder.

Exhibitor Booths (16 m² or 14 m²)

Every booth is equipped with a round table, three chairs, a waste bin, one counter with lockable doors and a

high stool and one (1) plant.

The Stand Builder will incorporate the co-exhibitor signboard into the entire design and style of the

pavilion.

Each booth must be equipped with minimum two (2) multi-plugs (1500 w each).

Co-exhibitors must be able to order additional accessories (such as AV equipment, furniture, fridges, digital

posters, banners, etc.) from the Stand Builder until April 18. The Stand Builder must agree to invoice our co-

exhibiting companies directly for any additional furnishings supplied.

The Stand Builder will agree to provide every co-exhibitor in the pavilion

an ASMI co-exhibitor directory which will include:

o Floor plan of the co-exhibitor’s booth and list of furniture included in the package

o Additional services (order forms provided by the Stand Builder)

o Digital printing of banner, furniture rental, fridge; chilled displays, and freezer cases. The Stand

Builder will manage the orders and charge the companies for these additional services.

Co-exhibitors are from Alaska and sell Alaska seafood but they are competitors; the booths must be

separated by a wall.

https://www.seafoodexpo.com/global/floor-plans/


The information center will accommodate ASMI staff, the table area will accommodate co- exhibitors who

rent “table booths.”

Block 6-1143

ASMI wants block 6-1143 to include storage /catering area, ASMI food truck, and tables.

a) ASMI will display a plasma screen with video players.

b) Two (2) panels with the names of the companies who have table booth.

c) Two (2) chilled displays will be placed on both sides of the welcome counter (ref Lowe B2).

d) Round tables for meetings.

Catering facilities, catering area

During the show, ASMI provides coffee, drinks, and food from the food truck to the co-exhibitors and visitors. ASMI

hires waiters and rents coffee machines. During lunchtime, Alaska seafood is served at the booth. On Tuesday night,

ASMI hosts a reception in this area from 5:00 p.m. to 7:00 p.m.

A catering prep area must include:

Refrigerator for drinks.

Coffee station.

Water connection with a sink.

Microphone for the reception.

ASMI Business Lounge

ASMI gives Alaska processors the opportunity to rent a table booth, where the processor can conduct meetings during

the entire show.

10-15 tables will be available for co-exhibitors.

o One (1) table will come with three (3) chairs, the name of the co-exhibitor, and their logo placed

on the table.

This area should be partially closed off and provide more privacy than the ASMI meeting area.

Private Meeting room (block 1127 and 1126)

The private meeting room for 8-10 people should be located in block 1127 and 1126, depending on co-exhibitor

preference.

Meeting room is for state officials and ASMI staff to conduct meetings in a quiet area.

Meeting room will need a conference table and chairs for 8-10 people.

Two (2) electrical outlets for computers are requested in the meeting room.

Storage

The storage area will be used to store coats and a lockable cabinet will be placed for bags.

Sink and water connections:

Co-exhibitors and ASMI had clean the fish of the displays and wash their hands. The sink in the

catering area is strictly for the caterer and food;

There is a need for a second sink for co-exhibitors and, ASMI can access either in the storage area or

in the ASMI common area on block 1127.

IMPORTANT POINTS

Electricity Supply:

Alaska Seafood Marketing Institute expects the Stand Builder to work with the exhibition center

for all paperwork for the electricity supply.

The Stand Builder must plan several electrical connections and the total consumption. Electrical

consumption costs must be included within the stand building proposal.

One connection running 24/24 hours (freezers, refrigerators, hot plates, etc.) for block 6-

1126, block 6-1127 and block 6-1143. A general connection for block 6-1226, block 6-1127 and block 6-1143.

Internet and Wi-Fi connections are also the responsibility of the Stand Builder.


Water Supply:

Alaska Seafood Marketing Institute expects the Stand Builder to work with the exhibition center to for

all the paperwork for the water supply. Water consumption costs must be included within the stand

building proposal.

Alaska Seafood Marketing Institute requires the Stand Builder to take care of the water connections to

sinks and heaters before the carpets are placed.

Approval of the Design by Show Management:

The Stand Builder will submit the pavilion stand building design to the show organizer for approval

and the Stand Builder will inform Alaska Seafood Marketing Institute when approval is obtained.

During setup time, the Stand Builder will make arrangements with the SECT (Service Externe pour les

Contrôles Techniques) to have the booth inspected.

Early setup by Diversified Exhibition:

The Stand Builder will include in his proposal the fee charged by Diversified for an early setup and

work with the show organizer to get permission.

Important Note: a fee of €1000 per stand will be charged to Stand Builders who request an early move-in at Seafood

Expo Global. Please note stands must be 300sq meters and larger to qualify for early move-in.

Communication and Changes:

Alaska Seafood Marketing Institute representative must have a correspondent from the Stand Builder

to work with on a daily basis.

Some exhibitors may express special needs or require changes to their space.

Daily cleaning:

Daily stand cleaning is expected and must be included in the proposal fee.

Cleaning staff must be on duty and accessible on demand.

Available On Site:

On Monday, April 23, show set up day, the Stand Builder must agree to have available at least five

people to assist the exhibitors and ASMI staff to hang posters, remove doors or modify furnishings,

and placement of electric supply, if necessary.

Workers have to be bi-lingual and be able to communicate either in English or in French.

During the show, one person must be available on demand to assist with any problems that may arise,

such as electricity default. ASMI must have contact information to reach the electrician in case of an

emergency.

On Thursday, April 26 at 3.00 p.m., one hour before break-up time, Alaska Seafood Marketing

Institute expects the Stand Builder to have at least three (3) workers available to assist the exhibitors to

remove their panels and banners.

Deadlines: On Sunday, April 22 at 3:00 p.m., Alaska Seafood Marketing Institute staff will be on site to check the

signage, the placement of the companies and to check the requests of the exhibitors. On Monday, April 23, the exhibitors

will come to set up their own booths; the entire pavilion must be ready by 9:00 a.m.

4. Specific Responsibility: In performing and accomplishing the general scope of services, the individual or company will

work in cooperation with ASMI’s International Marketing Program Director and other designated program staff and

Overseas Marketing Representatives and co-exhibiting companies.

5. Contractor’s Compensation: The Alaska Seafood Marketing Institute, estimates a budget not to exceed $210,000 U.S.

Dollars (USD) for completion of this project, including all expenses. Proposal priced at more than $210,000 will be

considered non-responsive and rejected.

6. Subcontractors: Subcontracting shall be allowed. If subcontracting is proposed by the proposer, it should be clearly

indicated in the RFP the fiduciary relationship and responsibility (s) between the proposer and its subcontractor (s) and

should include adequate information indicating legal paperwork between the said parties that serves the working

relationship.


Proposal Content and Requirements

Proposal Format: Submit one (1) copy of an emailed proposal. Proposals should be organized according to the following

outline.

1. Table of Contents with page numbers and pages numbered throughout the proposal.

2. Standardized Individual New Business Questionnaire: Brief introduction which includes:

2.1 The proposer’s name, address, internet URL, telephone and fax numbers. Include name, title, and email

address of the individual who will serve as individual’s primary contact;

2.2 Describe individual’s ownership;

2.3 Statement that indicates the proposal is valid for at least 120 days from the proposal submission deadline;

2.4 Statement that the signatory has authority to bind the proposer; and signature of authorized individual.

3. Minimum Requirements: Provide a detailed and precise discussion, including examples and/or documentation, of

meeting each Minimum Requirement established in the “General Information” section of this RFP. Limit discussion

to the meeting of the Minimum Requirements.

4. Conflict of Interest and Restrictions: Provide a statement that no conflicts of interest exist or state that there were

potential conflicts, they were declared in writing to ASMI, and ASMI found either no conflict existed, and/or the

conflict was not significant and/or the conflict could be mitigated. Include a copy of ASMI’s response.

5. Other Information: A proposer may include other selected pertinent materials that directly pertain to this RFP and

the proposal. These materials will not be returned.

6. Value of Proposal: Based on the requirements of this RFP, proposers are to provide a detailed cost proposal outlining

construction material costs.

7. Other Licenses and Registrations: Proof of any other licenses and/or registrations as required due at time of award.

This includes obtaining a State of Alaska business license which is not reimbursable.


Review of Proposals

1. Responsiveness: Prior to evaluation, each proposal shall be reviewed to determine whether or not it is responsive.

Nonresponsive proposals shall be eliminated and will not be evaluated. Factors that may result in a proposal being

declared nonresponsive include but are not limited to:

1.1 Not providing evidence of meeting the Minimum Requirements.

1.2 Substantive and material conflicts of interest which were not declared and/or were declared and determined to

be significant enough that ASMI requested the potential proposer not submit a proposal.

1.3 Substantive and material noncompliance to requirements of the RFP proposal submission guideline.

1.4 Not providing a value proposal as outlined in the Proposal Content and Requirements section of the RFP.

2. Evaluation Process: An evaluation committee made up of at least three state employees will evaluate proposals.

The evaluation will be based solely on the evaluation factors set out in this RFP. Each member of the evaluation

committee shall independently evaluate each proposal.

Discussions, presentations, and/or site inspections, if held, may result in individual evaluation committee members

changing their scores. Evaluation factors not specified in this RFP shall not be considered.

3. Evaluation Factors: The evaluation factors and the value of each are:

3.1 Experience and Qualifications (400 Points)

Proposals will be evaluated against the questions set out below:

a) Does the company have experience on similar projects/contracts?

3.2 Methodology and Quality Used for Completion of the Scope of Work (300 Points)

Proposals will be evaluated against the questions set out below:

a) How comprehensive is the methodology and does it depict a logical approach to fulfilling the requirements of

this RFP?

b) How well does the methodology match and achieve the objectives set out in this RFP?

c) Does the proposal identify quality in the booth as identified in the scope of work?

3.5 Value of Proposal (250 Points)

a) Does the proposal provide a cost estimate that encompasses all items in the scope of work and are the costs

reasonable for the materials used?

b) Is the design of the booth high quality? Specifically, does it reflect:

a. Creativity

b. Alaska branding and messaging

c. Good craftsmanship/materials

3.6 Alaska Bidder’s Preference (50 Points)

4. Notice of Intent to Award: After completion of the evaluation process, ASMI will issue a Notice of Intent to Award

containing the names and addresses of all proposers and the intended recipient of the contract to all proposers.

5. Informal Debriefing: Any proposer may request and receive an informal debriefing after the Notice of Intent to

Award is mailed out. The debriefing shall be limited to the offeror’s proposal, concentrating on the areas considered

deficient or inferior. The merits of other proposals will not be discussed.


Attachments

1. Standard Agreement Form

2. Appendix A

3. Appendix B1

4. Appendix C

5. Appendix D

request for proposals rfp number: 2018-0828 date …€¦ · asmi stand builder for 2018 seafood...

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